Manager, Administrative Operations

Pennsylvania (US)
11 Jun 2019
End of advertisement period
09 Aug 2019
Contract Type
Full Time

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

The Perelman School of Medicine at the University of Pennsylvania is the oldest and one of the finest medical schools in the United States. Penn is rich in tradition and heritage and at the same time consistently at the forefront of new developments and innovations in medical education and research. Since its founding in 1765 the School has been a strong presence in the community and prides itself on educating the leaders of tomorrow in patient care, biomedical research, and medical education.

The Gene Therapy Program (GTP) is entering a new era of unprecedented opportunity with the great potential to reshape the face of medicine as we know it. Our discoveries have set the stage for successful treatments and possibly even cures for devastating genetic diseases.

We are currently looking to hire a Manager, Administrative Operations to play a vital role in managing administrative objectives such as operations, personnel management, and logistics for the Gene Therapy Program.
As the Manger, Administrative Operations, you will support a culture of high performance by conducting advanced, diversified, and confidential duties requiring broad and comprehensive experience, skills, and knowledge. You will manage and execute operations activities: vendor management & accounts procurement, inventory management, systems management & process improvement, triage & coordinate basic IT support, building relations, and resource management. In these capacities, you will act the chief collaborator for the satellite site while providing continued collaboration and support for the main site.

You will supervise

2 Executive Assistants and a Lead, Administrative Coordinator, providing mentorship, guidance, sharing best practices and modeling professional behaviors. You will identify and eliminate bottlenecks in the administrative team’s operational patterns, allowing the team to function at optimal efficiency. You will provide oversight and management of high-volume and complex meeting and travel schedules, coordinating travel arrangements, process expense forms and reconcile accounts related to travel with full responsibility and accountability for access, triage, priorities, etc.

This position requires strong interpersonal skills, diplomacy, and accuracy to meet deadlines in a fast-paced environment. *Candidates must have a Bachelor s degree along with 3 to 5 years of related experience or an equivalent combination of education and experience.
Experience in support of senior-level leadership strongly preferred
Must be a strategic thinker with excellent organization, written and verbal communications skills as well as strong interpersonal skills and ability to work productively as a team member.
Ability to work both independently and as part of a diverse and close-working team in a fast-paced, executive-level setting requiring initiative, strong organization, flexibility, sound judgment, and the prioritization of multiple demands.
Thorough knowledge of office procedures including phone messages, scheduling, travel arrangements and reimbursements.
Outstanding oral and written communication skills;
Ability to exercise diplomacy, tact, and judgment in interacting with a wide range of constituents at varying levels of an organization including faculty, staff, donors, corporate sponsors and prospective donors is required.
High-level of proficiency with Microsoft Office Suite (Word, Excel, and PowerPoint) including MS Outlook required; proficiency in Concur a plus; overall high level of computer literacy required.
Ability to query databases and use web content management systems.
Experience with PubMed, EndNote, Adobe Acrobat, and Quicken with the ability to learn and apply new technologies as needed.

Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.